Administrator I

King County
Temporary 40 per week $35 - $45 Per hour WA Public Health - Seattle & King County, 401 5th Ave, Seattle, WA 98104, United States Apply before 5/20/2024 11:59
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Overview

Position Summary
The Administrative Services Division of Public Health is looking for a detail-oriented team player that can demonstrate fiscal capability and sound financial acumen as well as being highly customer-focused. The will serve in various administrative and financial capacities, providing the main clerical support for the division to include phone and reception duties. Other functions include accounts payable, fleet management, inputting journal entries, reviewing and inputting contracts, procurement of services and supplies, support processes of the budget reporting, and serving as the back-up human resources liaison. This position serves as an integral part of the Administrative Services team and plays a key role in supporting multiple work projects and programs within the Director’s Office and Admin Services Division.

This position reports to the Contracts & Finance Administrator within The Office of the Director.
 
Background
Temporary opportunity.  Term-Limited Temporary positions are "at-will" positions but are eligible for benefits. This TLT is currently anticipated to last one year. However, funding sources for this work remain uncertain and dependent upon decisions actively being made at both the federal and local levels. As a result, the end date of this position may be adjusted based on those decisions.  The County and the Department continue to work to secure long term funding sources.
 
This vacancy can also be filled as a Special Duty opportunity. For Special Duty Assignment interest, you must be a Career Service, Career Service Exempt or other regular (non-temporary) employee in King County who has completed their initial County probation. You must have supervisor approval prior to taking a Special Duty Assignment.
 
Commitment To Equity and Social Justice
Named after Dr. Martin Luther King, Jr., one of the most influential civil rights leaders in our nation's history, King County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures.
 
The county government has a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from all communities are incorporated into our emergency planning and public outreach efforts.
 
We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights, opportunities, and experiences across racial groups. Since declaring Racism is a Public Health Crisis in June 2020, King County and Public Health committed to being intentionally anti-racist and accountable to Black, Indigenous and People of Color communities.
 
To learn more, please visit
 
Work Schedule This position works Monday through Friday, 8:00 am to 5:00pm, 40 hours per week. This position is Non Exempt and subject to the provisions of the Fair Labor Standards Act.
 
Work Location  The work for this position will be performed using a hybrid model of onsite work and telecommuting.  Initially, the selected will work onsite approximately 3 days per week, with the possibility of decreasing to 2 days per week once training is complete. The base for this role is the Chinook Building, located at 401 5th Ave in Seattle, WA, 98104.
 
Some of the work associated with this position will be performed through teleworking, and will report to office location and to meetings as needed. Travel to other work locations may be necessary. Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
 
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.  To support employees during this time King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team.

Job Duties

Administrative (including but not limited to):

  • Serve as the main contact and provide customer service to clients, vendors and the general public by telephone and in-person. This includes regularly handling difficult situations requiring tact, discretion, and diplomacy. Provide administrative support and section coordination for the division such as: answer main PH phone line, meeting room preparation, documentation of minutes, tracking workload and assignments, email management, and records management.
  • Coordinate new staff on-boarding, standard work processes, and staff moves.
  • Draft, edit and/or compose original documents and presentations using proper grammar.
  • Process payments and verify payments have been made.
  • Update and maintain division SharePoint site.
  • Coordinate, track and maintain fleet maintenance information and reports for pool of vehicles available for department use. May be required to drive fleet vehicles to and from the motor pool.
  • Maintain and monitor Outlook calendars to coordinate conference rooms and cars daily.
Financial (including but not limited to):
  • Process invoice payments using Oracle iExpense/iProcurement.
  • Track contract payments/spend-down and reconcile expenditures.
  • Create requisitions and process purchase orders. Review purchasing card (P-Card) transactions for approval and maintain all back up documents and receipts. Coordinate Expense and Travel approval and reimbursements.
  • Order and maintain office supplies inventory and assist with the procurement of technical equipment for the division.
  • Contract support: Upload into our contact management system, create invoices and track expenditures
  • Maintain various tracking sheets and invoice file repository.

Experience, Qualifications, Knowledge, Skills

Our ideal candidate will demonstrate the following (Minimum):

  • This position is responsible for fleet management and a valid WA State Driver License is required.
  • Have experience providing administrative support in a high volume, fast paced, deadline driven environment.
  • Have experience purchasing goods and services, processing invoices and expense reports. Track and maintain files of payment documents and correspondences.
  • Have at least intermediate level experience using MS Word, Excel, Outlook, PowerPoint, and SharePoint. Experience developing, managing, creating, and preparing specialized reports in Excel.
  • Demonstrated experience working with contract tracking.
  • Ability to understand complex financial models, demonstrated by either education or experience.
  • Experience in liaising with various stakeholders, such as internal or external clients to resolve complex issues which includes internal policies and procedures.
  • Ability to move up to 25 pounds from one location to another and the ability to repeatedly sit and stand throughout the day.


The most competitive applicants will have the following experience and qualifications (Desired):
  • Experience using Oracle EBS
  • Experience with contract management systems
  • Knowledge of accounts payable and contracting

Supplemental Information

Forbes named King County as one of Washington State's best employers.

Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference?  dedicated to serving one of the nation's best places to live, work and play.

Guided by our , we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply

If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.


Who May Apply

 
Application Process
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.
 
The following items are required to be considered for this vacancy:
  • NeoGov Job Application (The responses on your job application should be thorough and complete and will be used in the screening process)
  • Supplemental Questions (The responses to the supplemental questions should be thorough and complete and will be used in the screening process)
 
Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.

Necessary Special Requirements
  • The selection process may include evaluation of application materials and supplemental questions, interviewing, and testing. You must completely fill out the application with your relevant education and work experience.
  • The selected candidate must be able to pass a thorough background investigation, but findings may not necessarily disqualify an applicant for employment. 
  • For more information on our selection process, please refer to . For tips on interviewing, please visit . 
  • Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
  • Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
  • Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
  • Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
  • When Public Health responds to an emergency, and in accordance with relevant CBA language and/or KC policy and procedures, we may assign duties outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department. 
  • If you need a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.

Union Membership
This position is not represented by a Labor Union.
 
Contact
For questions about the application process, contact Catherine Fitzpatrick, Sr. HR Analyst at .
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